Authorized Representative Quick Start Guide

User Roles:

AR

Use the Authorized Representative Quick Start Guide to get started on the tasks which only you as an Authorized Representative may complete. This guide also directs you to information to help you maintain your RDS Secure Website user account. Refer to the User Roles Support Tool for a comprehensive understanding of all the RDS Program components in which the Authorized Representative may play a part.

User Management iconUser Management

Plan Sponsors continuously manage current RDS Secure Website user roles to prevent delays in tasks being completed. While you may assign or manage RDS Secure Website user roles as necessary, an Authorized Representative typically delegates those duties to the Account Manager or a Designee. User management includes not only maintaining roles and user information, but also remaining in compliance with Federal Security Regulations by logging into the RDS Secure Website at least once every 180 days.

Keep This in Mind: Maintaining an active user account is essential to RDS Program participation including submitting applications and completing Reconciliation. CMS' RDS Center will not make payments to a Plan Sponsor if the Account Manager or Authorized Representative has an inactive user account.

User Management Resources
Resource Description
User Management – User Roles Support Tool Refer to this section of the RDS Welcome Kit User Roles Support Tool for helpful tips for maintaining an active user account.

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Annual Plan Application iconAnnual Plan Application

To participate in the RDS Program, Plan Sponsors must submit a timely application prior to the expiration of the Application Deadline, which is 90 days before the selected Plan Year Start Date. For example, if a Plan Sponsor’s Plan Year Start Date is January 1, 2015, the Application Deadline is October 2, 2014. The Authorized Representative is the only individual who may complete Step 8: Plan Sponsor Agreement in the Application Submission Process. If the Application Deadline is not met, the application will be denied.

Keep This in Mind: If the Plan Sponsor finds it will be unable to meet the original Application Deadline, the Account Manager, the Authorized Representative, or a Designee assigned the Request Extension privilege may request one 30-day extension using the RDS Secure Website.

Annual Plan Application Resources
Resource Description
Complete Step 8: Plan Sponsor Agreement – RDS User Guide Refer to the RDS User Guide for step-by-step instructions for completing Step 8: Plan Sponsor Agreement in the Application Submission Process.

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Reconciliation iconReconciliation

Within 15 months after the application Plan Year End Date, Plan Sponsors complete Reconciliation to finalize their application’s Covered Retiree List and submit final cost data to CMS' RDS Center. If the Plan Sponsor did not select an Interim Payment Frequency, it must use the Reconciliation process to request its annual payment. The Authorized Representative is responsible for completing Step 11: Approve Electronic Funds Transfer (EFT) Information and Step 12: Review and Submit Reconciliation Payment Request.

Keep This in Mind: If interim payments were received and the Plan Sponsor does not complete Reconciliation by the Reconciliation Deadline, the sum of all payments received will become an overpayment, and CMS will initiate immediate action to recover those funds. Plan Sponsors that fail to meet the Reconciliation Deadline for a given application and have not received interim payments for that application will not be eligible for any subsidy payments for that application.

Reconciliation Resources
Resource Description
Step 11: Approve Electronic Funds Transfer (EFT) Information – RDS User Guide Refer to the RDS User Guide for information about and step-by-step instructions for completing Reconciliation Step 11: Approve Electronic Funds Transfer (EFT) Information.
Step 12: Review and Submit Reconciliation Payment Request - RDS User Guide Refer to the RDS User Guide for information about and step-by-step instructions for completing Reconciliation Step 12: Review and Submit Reconciliation Payment Request.

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